616.6.2 Physical output format methods

When setting up the contact methods, we saw that the actual required physical output formats could be defined hierarchically for each overdue notice. These are defined here.

The Vubis Smart system is installed with three default physical output methods. The codes used are:

·                   E          Email only

·                   P          Print only

·                   EP        Both

Note

These are reserved codes and may not and should not be deleted. They represent the valid settings from earlier releases of the system.

You can add other output methods to allow for telephone messages and text messages.

After choosing this option an overview screen will be displayed with codes already defined.

Options on the screen

New format: Choose this option to define a new format. See section 616.6.2.1 for more information.

Update format: Select a format and choose this option to modify it. See section 616.6.2.1 for more information.

Delete format: Select a format and choose this option to delete the format.

Change language: It is also possible to change the language of the description for formats, as for the contact method above. Since regular library staff will never see this parameter – they see the contact method code and description – it is expected that you will rarely use this.

616.6.2.1 New format

Normally we would expect you to set only ONE physical method, but it is possible to select more than one! Historically, this corresponds to the feature in previous releases where you could both mail AND email the first overdue, say, to a borrower.

In principle, it would be possible to configure a code “EVERY_POSSIBLE_WAY” for example to send a notice by Mail, Email, VoiceMail, and Text – but this would be odd, to put it mildly!  For this format to be selected, a borrower would have to have an EMAIL address, a voice TELEPHONE AND a mobile phone i.e. for an output format to be chosen every possible method MUST be valid for a given borrower.

Note

A hierarchy of choices is represented in the Contact method, NOT in this parameter.

New format: Choose this option to define a new format. After choosing this option the following form will be displayed:

Fields on the screen

Format code: enter a code.

Description: enter a brief description of the code.

Print output: check this to generate notices to be sent to a printer

Email output: check this to generate notices to be sent by email.

Voicemail output: check this to generate notices to be sent to Itiva for voice mail.

SMS output: check this to generate notices to be sent to Itiva for SMS text messaging

Fax output: this option is reserved for future use.

Mail merge output: this option is reserved for future use.

Format available for use: It is possible to set a format “off” – this prevents it being used in a contact method but does NOT stop it if previously added to a contact method.

Charge for overdue notices: Charges for overdue notices are calculated according to a matrix entry for notice charges in AFO481. However, it is possible to override this amount for a specific physical output format. Typically we would expect this to be used for email notices. The amount may be specified in this field.

616.6.3 Itiva message system settings

This option is only relevant if you use the Itiva messaging system. Please contact Infor for more information.